What this does: A Site Leak Inspection lets you record a leak inspection for every system at a location from a single work order. You document how the inspection was performed and who performed it, then mark each system as “no leak found” or “leak found” — capturing the leak date, location, sub-location, and cause for any system that failed.
Before you start: You need an open work order for the location, the inspection date, the leak inspection method used, leak inspection results, and the name of the primary technician who performed the service. This guide covers the desktop (web) experience.
How to Create Leak Inspections
Step 1. Open the work order. From the left navigation menu, select Work Orders and open the work order you want to inspect against. The work order must be open (not completed).
Step 2. Select Add Site Leak Inspection. In the actions list on the right side of the work order header, select Add Site Leak Inspection.
Work order detail page — Add Site Leak Inspection in the actions list on the right.
Step 3. Complete the Inspection Details. The inspection form opens with Inspection Type already set to Leak Inspection. Fill in the remaining fields marked with an asterisk (*):
- Inspection Date — the date the inspection took place. Use the calendar icon or type the date.
- Leak Inspection Method — how the inspection was performed. Options include Alternative, Bubble Test, Dye Inject, Electronic – InfraRed, Electronic Ultrasonic, Evacuation, Halide Detector, and Pressure.
- Primary Technician — the technician who performed the service.
Inspection Details — choosing the Leak Inspection Method.
Step 4. Narrow the system list (optional). Under Filters, use System Type and Charge Capacity (lbs) to limit the list to the systems you actually inspected. Leave System Type set to All to see everything at the location.
Step 5. Select the systems you inspected. Below the filters, check the box on each system included in the inspection, or select Select All to check every system shown. Each system card shows System Type, Material Type, Tag Number, Serial Number, Gas Capacity, and Install Date so you can confirm you have the right asset.
Step 6. Mark the clean systems as no leak found. If no leaks were found, select Mark Selected as No Leak to set Was Leak Found? to No on every checked system at once. You can also answer Yes / No individually on each system card. A green No Leak Found badge appears on each system as it is marked.
Selected systems marked No Leak Found using Mark Selected as No Leak.
Step 7. Record any leaks you did find. On a system where a leak was found, set Was Leak Found? to Yes. Additional required fields appear for that system:
- Date leak found — when the leak was discovered.
- Leak location — the component where the leak occurred (for example, Condenser).
- Leak sub-location — the specific part within that component (for example, Coil).
- Leak Cause — why the leak occurred (for example, Corrosion).
- Estimated Leak Amount — optional estimate of refrigerant lost.
Setting Was Leak Found? to Yes reveals the leak date, location, sub-location, and cause fields.
| Recommended: Record each leak location on an appliance as a separate leak ticket. This keeps your repair and verification history accurate for each individual leak. |
Step 8. Complete the inspection. Every selected system must have Was Leak Found? answered before you can finish. Scroll back to the top of the form and select COMPLETE.
COMPLETE at the top right of the inspection form, active once all required fields are filled.
Step 9. Return to the work order. After the inspection saves, select View Work Order to go back to the work order and confirm your inspection appears under Service Events.
Troubleshooting
- A system I need to inspect is greyed out and I cannot check it. Assets that are currently Under Repair appear in the list but cannot be selected, because Trakref still considers them to be actively leaking. A leak inspection is not complete on an asset until its leak has been stopped. Record the Service or Leak Repair that completes the repair first — the asset then becomes selectable for inspection again.
Under Repair assets are listed but their checkboxes and answers are disabled.
- Select All did not check every system on the list. Select All only checks systems in a Normal Operation status. Anything Under Repair is skipped by design.
- The Mark Selected as No Leak button is missing. It only appears once at least one system is checked. Check a system and the button appears.
- Complete will not finish the inspection. Every checked system must have an answer to "Was Leak Found?", and any system answered Yes must have Date Leak Found, Leak Location, Leak Sub-Location and Leak Cause filled in. Look for systems still showing the Pending badge.
- A system I expected is not in the list at all. A filter is excluding it. Set System Type back to All and clear the Charge Capacity field to show every system.
- The technician found two leaks on the same appliance. Record the inspection result as Leak Found once, then log each leak location as a separate Service or Leak Repair ticket.